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TRANSCRIPT
Leave Requests
Manager Self-Service
Version Date: September 2015
Training Guide
Manager Self-Service
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Table of Contents Leave Requests Manager Self-Service ............................................................................ 1
Manage Leave Requests ............................................................................................................ 1 Access and Approve Leave Requests via Email Link ............................................................................ 1 Access and Approve Leave Requests via the Worklist ........................................................................... 5 Access and Approve Leave Requests via the Leave Request (SF-6) Page ............................................. 9 Create a Secondary Leave Approval ..................................................................................................... 13 Create a Leave Request for an Employee ............................................................................................. 17 Manage Multiple Leave Requests for the Same Day ............................................................................ 23 Deny a Leave Request .......................................................................................................................... 29 Delegate Leave Approval ..................................................................................................................... 31 Review and Revoke a Proxy ................................................................................................................. 39 View Approved Leave Requests ........................................................................................................... 43
Training Guide
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Leave Requests Manager Self-Service
Manage Leave Requests You can access an employee leave approval request three ways:
(1) Via the link provided in the approval email,
(2) Via your PeopleSoft Worklist, or
(3) Via the Leave Approval (SF-6) page.
All three options will be demonstrated in this module.
Access and Approve Leave Requests via Email Link
Procedure
In this topic you will learn how to Access and Approve Leave Requests using Email Link.
Step Action
1. You will receive an email approval request when an employee submits a leave
request.
1. The email leave request contains information such as the absence type, start and
end dates, and total number of hours.
2. At the bottom of the page, leave balance information is provided.
3. Clicking the View Leave Approval Request link will take you directly to the
PeopleSoft logon page.
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Step Action
2. Click the View Leave Approval Request link.
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Step Action
3. Your User ID should default into the User ID field. If it does not default, enter it
directly into the field using ALL CAPS.
Enter the desired information into the Password field. Enter "Your PeopleSoft
Password" and then click the Sign In button.
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Step Action
4. Review the transaction details to be sure you are approving the correct transaction.
Click the Approve button.
5. A message will display stating the request has been approved.
6. The system will automatically send a confirmation email to you confirming the
leave request has been approved. The system will also send an email to the
employee notifying him/her of the approval.
NOTE: Click the link provided to view the original transaction.
7. This completes Access and Approve Leave Requests using Email Link.
End of Procedure.
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Access and Approve Leave Requests via the Worklist
Procedure
In this topic you will learn how to Access and Approve Leave Requests.
Step Action
1. After logging into PeopleSoft, you will click on the Worklist link located in the top
right corner. You can also get the Worklist through the Main Menu page, or through
your Favorites. If you prefer to approve transactions using the Worklist, it is
recommended you add a link to your Favorites by clicking the "Add to Favorites"
link.
Step Action
2. Click the Worklist link.
3. The Worklist displays the Leave Request waiting for approval. The Worklist
includes Leave Requests submitted by your direct reports.
The Worklist will also include all Leave Requests coded to the employees for which
the Approver is set up as a secondary or delegated approver. Therefore, Leave
Requests from employees other than your direct reports may display on an
Approver’s Worklist if s/he is set up to approve for another manager.
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Step Action
4. The Refresh button, located at the bottom of the list on the left side of the page, will
move submitted leave requests to the Worklist.
NOTE: You may wish to click the Refresh button before exiting the Worklist to
determine if any other leave requests are available for approval.
5. Leave requests do not have to be approved in any particular order. However, you
may click the Priority drop-down arrow next to the leave request links to make a
notation of the priority order in which you wish to approve the requests.
NOTE: This does not reorder the leave requests on the Worklist.
Step Action
6. Click on the blue link to access a transaction.
Click the ZZ_ABS_SS, 812, LSUNO, 2013-01-01, N, 0,
TRANSACTION_NBR:10145 EM link.
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Step Action
7. The Application for Leave Request (SF-6) page displays. Review the information
provided before submitting request for approval.
Click the Approve button.
8. A message displays confirming approval of the leave request.
9. The system will automatically send a confirmation email to you confirming the
leave request has been approved. The system will also send an email to the
employee notifying him/her of the approval.
NOTE: Click the link provided to view the original transaction.
10. This completes Access and Approve Leave Requests.
End of Procedure.
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Access and Approve Leave Requests via the Leave Request (SF-6) Page
Procedure
In this topic you will learn how to Access and Approve Leave Requests via the Leave
Requests (SF-6) Page.
Step Action
1. Click the Main Menu button.
2. Click the Manager Self Service menu.
3. Click the Leave menu.
4. Click the Leave Approval (SF-6) menu.
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Step Action
5. You may enter the Transaction number or the employee's last name to search for a
leave request.
Enter the desired information into the Last Name field. Enter "Employee's Last
Name".
NOTE: It is recommended that you use the Last Name field and not the Name
field to search. Names are done differently in PeopleSoft and cannot be accessed
unless entered in the appropriate format.
6. Click the Search button.
7. If more than one leave request is in the system, the various transactions will display
at the bottom of the page. The most recent request will be listed first.
Click the 10148 Transaction Number link.
8. In this example, the sick leave requested has been identified as FMLA. FMLA
requests require approval from both you and Human Resources. The employee will
receive a confirmation email once the request has been approved by both the
manager and Human Resources.
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Step Action
9. Review the leave request information prior to submitting the request for approval.
Click the Approve button.
10. A message displays reminding you of the two-tier approval process.
Click the Yes button.
11. A message displays confirming approval of the request.
12. The system will automatically send a confirmation email to you confirming the
leave request has been approved.
NOTE: Click the link provided to view the original transaction.
13. This completes Access and Approve Leave Requests via the Leave Requests (SF-6)
Page.
End of Procedure.
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Create a Secondary Leave Approval
Procedure
In this topic you will learn how to Create a Secondary Leave Approval.
Step Action
1. You can access leave requests two ways. Your first option is to navigate as follows:
Main Menu > Manager Self Service > Leave > Leave Approval (SF-6)
2. On the SF-6 Leave Approval page:
1. Enter the employee's last name in the Last Name field.
2. Click the Search Button.
NOTE: The Pending My Approval box will remain checked.
3. The leave request will display.
NOTE: If more than one leave request is pending, a list of pending leave requests
will display at the bottom of the page. Click the appropriate request to view the
leave information.
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Step Action
4. Your second option is to click on the View Leave Approval Request link in your
notification email.
Click the View Leave Approval Request link.
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Step Action
5. The leave request displays.
Click the button to the right of the Additional Approval field.
6. A list of additional approvers will display in the drop-down list.
Click the Secondary Approver's Name list item.
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Step Action
7. Click the Approve button.
8. An approval confirmation will display, as well as routing information for secondary
approval.
NOTE: An email will not be sent to either the requester or original approver
when the secondary approver is added. The system will only send a confirmation
email to the requester once the secondary approver has approved the request.
9. This completes Create a Secondary Leave Approval.
End of Procedure.
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Create a Leave Request for an Employee
Procedure
In this topic you will learn how to Create a Leave Request for an Employee.
Step Action
1. ***** NOTICE *****
Leave requests should only be created by the manager when an employee is on
extended leave, such as FMLA, and unable to complete his/her own leave
request. A manual leave request must be completed by the employee immediately
upon his/her return to work, for verification and audit purposes, for the time
periods indicated on all manager created leave requests submitted on the
employee's behalf. For audit purposes, manual leave slips will be housed in the
department.
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Step Action
2. Situations, such as an emergency, may arise that will require you to create a leave
request for an employee. In these situations, you will create the leave request and
approve it.
Click the Main Menu button.
3. Click the Manager Self Service menu.
4. Click the Leave menu.
5. Click the Leave Request (Supervisor) menu.
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Step Action
6. A list of employees for whom you can perform this function will display.
Click the Select button.
7. Click the Create New Leave Request link.
8. Click the Choose a date button.
9. Click the desired date.
10. Enter the desired information into the Time field. Enter "8:00AM".
11. Enter the desired information into the Time field. Enter "4:30PM".
12. Click the button to the right of the Absence Type field.
13. Click the Sick Leave list item.
14. Enter the desired information into the Total Leave Hours field. Enter "8".
15. Enter the desired information into the Duration Per Day field. Enter "8".
16. Click the Submit button.
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Step Action
17. Click the OK button.
Step Action
18. An approval email will automatically be sent by the system.
Click the View Leave Approval Request link.
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Step Action
19. Click the Approve button.
20. A message displays confirming the request has been approved.
21. An email is automatically sent by the system to you confirming the request has been
approved.
22. This completes Create a Leave Request for an Employee.
End of Procedure.
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Manage Multiple Leave Requests for the Same Day
Procedure
In this topic you will learn how to Manage Multiple Leave Requests for the Same Day.
Step Action
1. Leave Scenario
In this example, an employee has submitted two leave requests for the same day.
The first request is for annual leave on June 29th from 2:30 PM - 4:30 PM. The
second request is for annual leave on June 29th from 9:00 AM - 10:30 AM.
Step Action
2. The first transaction will be approved as previously shown.
Click the ZZ_ABS_SS, 843, LSUNO, 2013-01-01, N, 0,
TRANSACTION_NBR:10150 EM link.
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Step Action
3. Click the Approve button.
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Step Action
4. Click the Worklist link.
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Step Action
5. The process for approving the second request begins the same as the first.
Click the ZZ_ABS_SS, 861, LSUNO, 2013-01-01, N, 0,
TRANSACTION_NBR:10152 EM link.
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Step Action
6. Click the Approve button.
7. After clicking the Approve button, a warning message displays. You should not
approve the request without first speaking with the employee to verify the
information is correct.
Click the No button.
8. A confirmation message displays stating the approval process has been stopped.
Click the OK button.
9. This completes Manage Multiple Leave Requests for the Same Day.
End of Procedure.
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Deny a Leave Request
Procedure
In this topic you will learn how to Deny a Leave Request.
Step Action
1. Click the ZZ_ABS_SS, 871, LSUNO, 2013-01-01, N, 0,
TRANSACTION_NBR:10153 EM link.
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Step Action
2. A brief comment should be entered into the Comment field explaining the reason for
the denial.
Enter the desired information into the Comment field. Enter "Duplicate
transaction".
3. Click the Deny button.
4. A confirmation message will display showing leave has been denied.
5. The system will automatically send an email to the manager and employee that the
request has been denied.
NOTE: Click the link provided to view the original transaction.
6. This completes Deny a Leave Request.
End of Procedure.
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Delegate Leave Approval Occasionally managers may need to delegate their approval for leave requests. These situations
should be rare and infrequent and only used when the manager is not able to approve the requests
within the designated payroll cycle. For example, the manager may be on vacation, FMLA or
travelling on business for an extended period of time. The delegation approval feature should
not be used by managers as a means to delegate this work responsibility on a regular basis.
Procedure
In this topic you will learn how to Delegate Leave Approval.
NOTE: You will complete all outstanding leave requests that currently require approval prior
to delegating authority. Once the proxy accepts the leave delegation request, all outstanding
leave request awaiting your approval will be transferred to the proxy.
Step Action
1. NOTE: The delegation feature can only be used to delegate authority to another
leader. Delegation to a non-supervisory role is not allowed.
Step Action
2. Click the Main Menu button.
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Step Action
3. Click the Self Service menu.
4. Click the Manage Delegation menu.
Step Action
5. Click the Create Delegation Request link.
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Step Action
6. Click the Choose a date button.
7. Click the desired date.
8. Click the Choose a date button.
9. Click the desired date.
10. Click the Next button.
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Step Action
11. Click the SF-6 Approve Leave Request option.
12. Click the Next button.
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Step Action
13. Enter the desired information into the Last Name field. Enter "Delegate's Last
Name".
NOTE: The Search option will only return a list of those employees designated as
Supervisors or Ad Hoc Supervisors. You cannot delegate leave request approval
authority to non-supervisory employees.
14. Click the Search button.
15. Click the Appropriate Delegate option.
16. Click the Next button.
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Step Action
17. Click the Submit button.
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Step Action
18. Click the OK button.
19. The system will automatically send an email to the requester and delegate. The
delegate will click on the link provided to accept or reject the delegation.
20. This completes Delegate Leave Approval.
End of Procedure.
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Review and Revoke a Proxy
Procedure
In this topic you will learn how to Review and Revoke a Delegation Proxy.
Step Action
1. Review Delegation Proxies
Click the Review My Proxies link.
2. A list of delegation proxies displays.
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Step Action
3. Revoke a Delegation Proxy
Select the Transaction you wish to revoke. Click the SF-6 Approve Leave
Request option.
NOTE: Revoking proxy delegation is only necessary if you wish to stop the
delegation prior to the scheduled “End Date”.
4. Click the Revoke button.
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Step Action
5. Click the Yes - Continue button.
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Step Action
6. A confirmation message displays stating delegation has been revoked.
Click the OK button.
7. The system will automatically send a confirmation email to both parties stating that
delegation has been revoked.
NOTE: Click the link provided to view the original transaction.
8. This completes Review and Revoke a Delegation Proxy.
End of Procedure.
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View Approved Leave Requests
Procedure
In this topic you will learn how to View Approved Leave Requests.
Step Action
1. Click the Main Menu button.
2. Click the Manager Self Service menu.
3. Click the Leave menu.
4. Click the Leave Approval (SF-6) menu.
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Step Action
5. Enter the desired information into the Last Name field. Enter "Doe".
6. Click the button to the right of the Workflow Status field.
7. Click the Approved list item.
8. Uncheck the Pending My Approval option.
NOTE: If the "Pending My Approval" box is checked, you will receive a "No
Matching Values Found" message after clicking the Search button. The Pending
My Approval box must be unchecked to retrieve results.
9. Click the Search button.
10. Click the 10160 link.
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Step Action
11. Click the Next in List button.
12. NOTE: You can click the Previous in List button to view the original option
selected.
Click the Return to Search button.
13. This completes View Approved Leave Requests.
End of Procedure.